Original subtitles

hi there jamie here today at teachers tech hope you're having a great day today today i want to

show you how to use a microsoft planner so if you have a team plan that you're working on and

you want a collaborative tool to help you out to help organize everything take a look at microsoft

planner so with it you can create your plan assign tasks to different members chat about those tasks

and even have charts to see how everything is progressive progressing along so and you can

access this in a bunch of different ways whether it be online with the web or through microsoft

teams or even on your android or ios device so let's start today on how to use microsoft planner

so first of all i just want to mention that microsoft planner is not a free app from microsoft

you do need to have a microsoft 365 business subscription so if you're part of an organization

whether it be a school or business that does have that you'd probably have access to

microsoft planner if you're looking for a free app and from microsoft take a look at microsoft to do

and with microsoft to do this is more of your daily planner to kind of keep things organized

you can share a different task inside of this too and it is free all you do need is a microsoft

account i have a tutorial on this one so i'll put a link to that below in the description and

up above in the card but for today's tutorial i want to focus this on microsoft planner and

show you how this could be a great tool to help organize collaboration in your team

so let's talk about where we can access microsoft planner

and i'm just on task.office.com right here and i'll put the link down below in the description

along with everything will be timestamps so you can jump around in different parts of this video

like i said you do need your microsoft 365 premium business or school account to log in but you can

go ahead and hit sign in here i don't usually log in this way to it i tend to go through just

my office my microsoft 365 office page here and i sign in but it will get you to the same point the

other before i log in i just want to point out you can add this to your microsoft team so if i go and

pop up microsoft teams here and if i'm on one of these and you want to add planner to one of

the tabs in this space just go click on out of the tab and it used to be called planner

in here so if you type planner you can see that task by planner so i'm going to just choose this

task by planner and to do this is where i would be adding it to my microsoft team and so it's a great

place to add it so i could if i just call this demo task here and i'm going to hit save and i'm

going to point out when i log in to my office and go to plat planner you're going to see that this

created this tab this demo task in there so i can access it through different places i'm not going

to be working from teams i'll just be working from the login but remember you can add it to your

to your mobile device whether it be android or ios and you can work from there too but i'm going to

go ahead and get logged in to my microsoft 365 account so i'm just back here at my office 365

login page and i'll put the link down below too but it's just office.com but if i go ahead and

hit sign in here i'm just going to put in my credentials my email and get to the next page

so when i'm logged in here into my office.com i'm going to go ahead and go to all apps because you

can see some of the apps here but i want to go to planners i'm just going to click all apps here

and you can see planner is right here so if i go ahead and click on planner

it takes me to this and i just want to point out that i created that example one the demo one

inside microsoft teams and here it is here so it's sinking across different ways to

access this planner so let's go get started in creating some organization inside our plans

if this is your first time logging in to microsoft planner you're probably not going to see anything

under the pinned with recent or all i'm just in the planner hub you can see everything looks

pretty simplistic in this there's not you're not going to see all these drop downs and that's one

of the things i like about this microsoft planner if you have been assigned to a project or a plan

you are going to see it probably in recent at all maybe you didn't even know that you were assigned

it but it will be there or you could check right check right here where it says assigned to me i'm

going to go ahead and start a new plan for this demo here today so i'm just selecting new plan

and at this point i'm going to give this as a name and hypothetically this is going to be just about

creating a new website for let's say my teacher's text so i'm going to just type in new website

like so now this is a nice option to have right away is that if you're using microsoft teams or

if there's an existing group you can go ahead and select that and choose what group it is so

i could go ahead and pick teachers tech right here and it would add it i could create that plan and

it would add it be added to that group so i'm not going to actually go back here because i want to

show you a few other options here now i could create this public and if i create this public

i can go ahead and create the planner project and then i can go and email the link out and then

people will be able to click on it and join it or else i could make it private and add the members

that i know i want to be a part of it and you can see under options here you drop down you have

just where you can put a description on it so i'll just say create new website

down here now in this example i'm just going to create this private right now and i'm going to go

ahead and just select create plan so now we have the plan created and now i can show you how we can

start to organize the different things to do and buckets in it so i haven't added any members yet

but it's very quick to do so remember i created this project or this plan as a private one if

i look up here beside my name i have members if i drop down here i can quickly add start typing and

people from the organization that i'm part of will pop up in here and i can quickly add them notice

if i hover over and i can also remove them if i want and it starts to show how many people are

part of this plan now i do want to point out when you're creating and i'm just going to use this as

an example if i go back and create new plan it is very quick if you have that group already created

and you add to an existing group then you're going to make sure that no one's missed as part of that

group and it can save you some time that way but i'm going to be working from this private

mode here today where i can add my members now the next thing what i want to do is i start to break

down this project or plan into different parts so it's going to be a new website and these here so

you can see i have to do add a new bucket what i'm going to do first is just put add bucket here and

i'll just put in for an example i'm going to write graphics so when i just hit enter off of that now

underneath graphics i can break this down further by having more tasks so what i'm going to do is

make a few different buckets here and i can also move tasks from different buckets as i complete

them depending on how you have this set up because you could have this set up for doing a lot of

different things so if i was creating uh maybe a multiple uh lessons on microsoft excel and i

was putting all the different topics in i could be having them under one bucket or maybe it's other

different ones of different microsoft products it's going to be up to you how you start to create

this with all the different buckets but i'm going to create a few more here so what i want to do

in my next one is going to be about post and the these are going to be post ideas

and i'm going to just hit enter and i'm going to move to this next one and now i'm just going to

put in approved post because they're going to go from ideas to approve posts when i uh know when

they're ready and then we've decided that that's what we want to work on and next we're going to

put in ads so there's going to be somebody for ads here that will be part of the advertisements

so i'll just put ads here and i'm gonna leave it as those four things just to kind of keep it

simple if i go back you can see at the bottom i can scroll and i have these two different ones

so now if i go back to let's say the graphic and add a task now the first one could be what's

going to be the task it's going to be to create a header for the website let's say for a graphic and

we could set a due date on this and what i like also this is where you can assign so let's say i'm

going to set a due date and i'm just going to jump ahead and i'm going to jump ahead two weeks here

out on it just like that yeah i'll leave it today like that and then i'm going to assign it so based

on the people that i've added already i can go ahead and click and assign it to them so now i can

assign that task and that person's going to know that they have that task and the due date on it so

let's go through a little bit more what we can do so let's go back to the task that i just created

here for ashton i signed it to him about creating the website header you notice i can go ahead and

assign two if i click here i could add more uh to this but what i want to do is just click on it

so if i go ahead and click on it notice that i get more options here so at this point right away i

can add a label and i'll show you why labels could be important for your organization of this but i'm

going to go ahead and add a blue label here just like that as i go through the different options it

shows me what bucket i have this in i could change the bucket that this is in and this would be good

for when i give an example of the post so if it's a post idea we have all these ideas and we

decide okay we're going to create this post then i move it to approved and we know we can go ahead

so if i go ahead i could drop down and move it here but i can also drag them around too

progress i'm going to say that this is in progress it started medium i'll say this is an important

thing for the website is to have that header the start date i could add the start date on it

so i could select today's date and i already gave it a due date when i created it i could add extra

notes here to help the person if there's any extra notes that need it for the uh clarity of that task

and we can also create a checklist within the task so as an example if i just type in item one and i

go item two like so i could add more items and as the person checks them off they could just

select them off you can see how we could grab and reorder them too if they're going through

or delete them we can also show these on the card so i'm going to check this here

just so you see where it comes at and we can add attachments so maybe there's a whole sheet that of

different instructions or the graphics that we're going to use to embed in here i could

go ahead and click add from a team files you can see i could go from the computer

so if i go to my computer i could go grab i'll just go grab this image and it

uploads to that sharepoint shared site where that will be on and i can show this on the card

so any comments just like that so if i go ahead and just exit out notice on this card here i have

all these different things uh on here that i've added i can make sure at this point i can go ahead

and open it up again if i do need to go back and edit you can see how i can quickly change any of

those things too so that's how you get a little bit more into the task of adding more information

so i've added a few more tasks under post ideas here and you can see i've assigned to ashton

i could assign quickly any of these to other people i'll give kathy one here too so now what

i wanted to point out first was the filters as you get lots of different tasks in it filters are a

great way to find specific ones you're looking for and you can filter it through many different ways

up beside the members i just want you to drop down here and take a look we could do by keyword if we

wanted there's something we're looking for and you knew the word you could put that in there but we

can also do by dates you can see by uh priority if i drop down wanted to see the important one

if i click on it this was important and this is important if i want it off again just click it

and that check mark goes off we could go by label so i mentioned before you might want to put labels

like colors so i know this is blue so if i click blue i can see only the blue one and i have a red

one there too so i can show multiple ones too and click off i could go see if i keep going i want to

see anything assigned to kathy so i could go ahead and click on it and then i could go through there

so take advantage of the filters that under here to quickly find the task that you're looking for

so let's say at this point we have these post ideas we have them assigned to a few different

people and we want to approve one of these posts to actually get start working on so let's take

this top three video editors we want to post somebody has going to write an article about

this i can drag this over into the approved post so then i know that these are just ideas over

here but this is going to be over here in the approved post that the person can take action

on so probably at this time i might not even want to add some of the due dates on these until i was

actually in the approved post so what does this look like for let's say ashton and what i'm going

to do is change accounts here so i'm just going to jump over to ashton's account here i've logged in

i i he didn't create this this is what i created over here and you can see that here is the plan or

the project the new website i'm going to click on this one and you can see the different things now

if i go to assign to me he would see the different tasks that are assigned to him specifically

that he could go from here or else if he goes back if we go back and just click on the plan

he would see everything the same thing and this ashton has the same ability to move things around

if that if things were going to be moved over he can do it from here so you have a true

collaborative effort at this point so let's say ashton would work on this he opens up and maybe

at this one he says it's complete or he's added comments so another way you could do is have

these comments back and forth down below in each task so if the ashton was just writing all done

send and then we can have a conversation between the different group members right within the task

if there's something that needs to be added to this so at this point i could just close this here

i could create another bucket maybe it's finished post after this so if things were going to go from

you can see this is completed task now but maybe i have another one i can move over to create another

bucket called complete it but i'm going to leave it just like this and i can see completed ones in

here so i'm going to move back over to my that i have from my view and you can see it's virtually

the same i can look at a few more things here so if i go to charts i could go and click on this

and i gives me more information about uh you know task left to do not started in progress late so

i get this snapshot that can really help the team stay on top of things uh you can see the different

tasks still that are open pushed over to the right here when i have this selected i could go

to the schedule and it gives me the idea i can see the header started first but then at this point

there was two different things so if i click on it there's the header and then there is the one that

is completed now you can see that is in green and checked off so between the charts and the

schedule give you some nice snapshots to see how the team is progressing along with the project

so i just want to point out a few important settings inside microsoft planner here and i'm

going to go up in these three little dots here i'm just going to navigate to some more options

and you can see that we had connects things from export plant excel we can add plan to

our outlook calendar but what i want to focus on here is the plan settings and i could have showed

you this at the beginning but you can change your plan name here uh you can see you can even

change the background so if i go through i can pick a different one so if i was to pick this

you can see how it quickly changes so if you want a customization customization of each plan to have

a different look it's that easy to do we could go to group you can see where we can add change some

options here from public to private we could go to notifications and this could be an important thing

do you want to send the email to a group when a task is assigned or completed where we can check

it so go through the plan settings especially if you're working with a group to see how you want

things set up or if you need to change things with it now the last thing i just wanted to point out

and i showed you this at the very beginning i'm just going to open up my microsoft teams again

and i created the demo one here the demo task and now if you notice all the things that i showed you

uh if inside microsoft planner you're going to see that you can create these new things here

so if you want the new buckets and they'll add tasks they're going to be the exact same way to

work in here and to go back and do the editing you can make all those same adjustments to it

so i hope you like this walkthrough of how to use microsoft planner if you're looking for kind of a

lightweight planner option with your organization this could be a great one to use because it's very

easy intuitive to use and really keeps you on top of what's happening within your team thanks

for watching this time on teachers tech i'll see you next time with more tech tips and tutorials